Running a quality-system document set

Set up documents that carry codes and versions and cannot be published without a review.

What an auditor looks for is this: every document has a unique code and a version, someone read and dispositioned it before publication, who said what is on record, and none of it can be rewritten afterwards. This scenario sets that up.

Steps

1Create a board of type Docs. It stands apart from task boards; its tabs and permission matrix follow page work.
2Under Board settings > Document series define the code series: prefix, separator and number of digits (MAN.4-TL with two digits, for example).
3Create a page template and bind it to the series. Every document created from it takes the next code automatically; the code shows in the tree, in search, in the header and in PDF/Word exports.
4Set up the roles. In a docs space the built-in roles appear as Editor, Commenter and Viewer. If you want the "can write but cannot publish" split, define a custom role: page editing on, page publishing off.
5Give whoever manages templates, series and page permissions the "Manage docs settings" permission. It is separate from member management: a quality manager should not need member rights just to define a template.
6For a narrow page (a compensation study, say) grant per-page access to a person, role or group. A restricted page is not even listed for someone without access.
7Choose the pre-publication process: an approval chain when one signature is enough, or start a formal review when comments have to be collected and dispositioned.
8While a review is open the document freezes and the page cannot be published. When it completes, "Publish" opens and the published version is stamped onto the review.

Numbers are never reused: a deleted document’s code is not issued again, so no two documents can share a code in an audit. Gaps in the series are normal and not a fault.